Project Management and overview 1 Project Management-Overview Ghazala Amin Lecture #7.

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Project Management-Overview

Ghazala Amin

Lecture #7

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Agenda

• Introduction• Meeting Objectives• Project Oriented Industries• Project Manager, Power and Authority• PM Discipline• Managing your Stake Holders• Talk the Talk and Walk the Walk• Communication• Project Closure

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Why Project Management?

A good and common project management knowledge platform will increase the

likelihood of the project attaining its goal within time and budget.

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Three levels of Competency

• I know

• I can do

• I can adapt to new situation

Reference: Project Management 5E 2011 Erik W Larson, Clifford F Gray

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Field of Project Management

• The field of project management is growing in importance and at an exponential rate.

• It is nearly impossible to imagine a future management career that does not include management of projects.

• Résumés of managers will soon be primarily a description of the individual’s participation in and contributions to projects.

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Why Project Management

Every social organization – whether working on service delivery or process issue, undertakes projects. Projects come in many forms and can range from the very simple to the very complex. Every project is unique and presents unique challenges. Project Management is essential to manage projects.

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Project Oriented Industries

• What do the following headlines have in common?– Lahore’s Metro Bus project– Apple’s new iPhone hits the market– Citywide WiFi system set to go live– Samsung’s new S4 hits the market

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Project Oriented Industries

• NASA and DOD (Department of Defense)

• Construction, architecture, new product development

• Financial Institutions– Banks, Insurance, Telecommunication

• Manufacturing Units and Plants’ operation

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Project Manager’s Power and Authority

• Authority– Right of an individual to make necessary decisions

required to achieve his objectives or responsibility.

• Power– Granted to an individual by the subordinates and peers

over time and is a measure of their respect for the individual.

– Builds credibility and respect in the profession.

• Accountability– Acceptance of success or failure.

• Responsibility– Assignment for completion of specific event or activity

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Talk the Talk and Walk the Walk

• Knowing and using industry specific LINGO – Terms and terminology.

• Award and Reward - Ensure every one understands the benefit of project completion on schedule and budget.

• Use cultural influences to your advantage.

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Project Management Discipline

ProjectA temporary endeavor undertaken to

create a unique product or service

Project ManagementThe application of knowledge, skills,

tools and techniques to project activities in order to meet or exceed stakeholder needs

and expectations

ProgramA group of projects managed in a coordinated way to obtain benefits

not available from managing them individually

•Start and End date, allocated budget and available resources•Dedicated Stakeholders•Informed and Knowledgeable End user•Empowered Project Office personnel• Strict documentation•Change management and risk mitigating process•Estimation process for additional or in-scope deliverables•PLANNING, CONTROLLING AND MANAGING.

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The Functions of Project Management

ProjectResources

CONTROLLING

Who judges results and by what standards?

PLANNING

What are we aiming for and why?

ORGANIZING

What‘s involved and why?

DIRECTING

Who decides what and when?

MOTIVATION

What brings out the best in people?

David I. Cleland / Lewis R. Ireland, Project Management: Strategic Design and Implementation, 4th ed., p. 42. The basic functions of general management equally apply to project management

Introduction to Project Management

• Project Management involves the following but is not limited to;– Change Management

– Communication Management

– Deliverables Management

– Human Resource Management

– Quality Management

– Risk Management

– Financial/ Cost Management

– Monitoring and Control

– Customer Relationship Management ……

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Who is who in a Project?• Project Stakeholders are;

– Individuals directly involved in project deliverables or – Individuals that are positively or negatively affected by the project

• Project Stakeholders include;– Project Manager– Project Team Members– Donors– Government Agencies– Media– academia– Performing organization– Beneficiaries– End Users and many others

Project Stakeholders• Sponsor

– Upper level management that provides guidance and controls effective use of customer’s money on the project

• Performing Organization– Enterprise whose employees are most

directly involved in doing the work of the project.

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Stake Holder Communication

ProjectManager

TopManagement

TheCustomer

RegulatorsLinks -TBD

Project TeamMembers

Line ManagersOther Projects

Vendors

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Stakeholder Communication

• Stakeholders need to be tackled and dealt with carefully and their communication needs should be identified in the initial phase of the project.

• Project Manager spends a considerable amount of time communicating and interacting with project stakeholders.

• Project Managers always need to keep the project priorities clear during all these interactions and project meetings.

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Stakeholder CommunicationMajor Types of Stakeholder Communication are;

• Upward Communication: There is a need for concise and precise information to ensure informed and knowledgeable project sponsor.

• Lateral Communication – Communication with customers and peer managers should be on need to know basis in a cordial environment to ensure their support when ever needed for project progress.

• Downward Communication – Detailed project information with task oriented goals along with emphasis on timely execution should be provided and demanded from individual team members of the project. It is important for the project manager to explain the individual team member’s role in the ultimate success of the project and the program. This ensures accountability of every one involved in the successful delivery of the project.

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Stakeholder Communication

Project manager should create an environment in which project

stakeholders,

contribute frequently and appropriately

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Project Manager :a coach and mentor

The project manager’s leadership style should be matched to the developmental level of the project team and should move through successive steps of:

• Directing, • Coaching, • Supporting, and• Delegating

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Project Manager

• Project Manager not only leads and manages the project but helps the team with attaining SMART objectives for the project and the team.

• S : Specific• M : Measurable• A : Attainable• R : Realistic• T : Time bound